Action Item
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Business
Action Item |
| DATE: | Tuesday, May 7, 2013 |
| TO: | School Board Members |
| FROM: | MaryEllen Elia, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Accept the Proposal from Various Vendors - Request for Proposal (RFP) #13025-Fire Alarm System (Proprietary) Maintenance and Repair (Business Division) | |
| EXECUTIVE SUMMARY | |
| On March 18, 2013, the Procurement Department, in conjunction with the Communications and Electronics Department, issued an RFP for proprietary fire alarm system maintenance and repair throughout the district. The purpose of this RFP was to identify and directly negotiate with the factory-certified vendors to establish prescribed service levels with an emphasis on technical qualifications. Six firms responded for four proprietary systems: Edwards, Faraday, Notifier, and Simplex.
A committee of district personnel evaluated the proposals and recommended awarding to the listed firms. The exclusive factory-certified vendors were recommended for award after direct negotiations were conducted. The Edwards brand had more than one factory-certified vendor in this area and only those vendors were ranked for award. The initial term of this contract will be for two years and one month, with four one-year renewals. All prices offered are firm against any increase for at least one year from the effective date. The Superintendent is authorized to approve any extension agreements, per the terms of the specifications. |
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| STRATEGIC OBJECTIVES | |
| • Align financial resources to support the district’s strategic goals • Demonstrate best financial practices | |
| FINANCIAL IMPACT (Budgeted: No) | |
| Year-to-date expenditures are $668,549 for 2012/2013, and $647,140 for 2011/2012. Direct negotiation with the responding vendors resulted in a cost avoidance of $20,940. | |
| EVALUATION | |
| Contract administration or evaluation is performed by the Project Manager (end user) and the Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration Team must first give consideration to the specifications and supporting data of the expiring contract. | |
| SUBMITTED BY: Jean Bowman, General Manager, Procurement Department | |
| Cathy L. Valdes | Gretchen Saunders | |
| Chief Facilities Officer (813)272-4004 |
Chief Business Officer (813) 272-4270 |
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| A 6.10 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20130507_561 (Board Meeting) * Section A Item# 6.10 | ||